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Mastering Effective Meetings: Your Key Duties

Discover strategies for successful meetings, including preparation, agendas, and minutes. Learn to navigate common meeting mistakes and foster active participation. Enhance your leadership skills and elevate your organization’s impact.

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Mastering Effective Meetings: Your Key Duties

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  1. Effective Meetings Module 3

  2. Your Duties and Responsibilities • Know the mission and purpose of the organization • Approve and monitor programs and services of the organization • Ensure the proper management of money • Fundraise • Organize (elect officers and work on committees) • Enhance the organization’s public image • Help deal with disputes

  3. Effective Meetings: They’re No Accident. Good meetings are carefully thought-out, and well-executed events that will affect the way a group completes its business Group discussion: What went well? What are some problems you face in meetings/class discussions?

  4. Effective Meetings: Preparation is Key Can we stick a grill skewer through the middle of this balloon? The answer is yes!

  5. Effective Meetings: Preparation is Key With the proper preparation, this is possible. Follow these steps: One: Inflate your balloon. Two: Place skewer in mixture of dish soap and water. Three: Place the skewer through the balloon from top to bottom

  6. The Top 10 Meeting Mistakes • Poor preparation by leaders and participants • Too much information; unfocused • Certain people talk too much • Interruptions Off subject, rambling or repetitious No results or follow-up No purpose, goals or agenda Too long Chairperson’s lack of control Late starts, tardiness

  7. What are the Ground Rules? • Speak for yourself • Maintain confidentiality • Start and stop meetings on time • Allow everyone to speak • Always remain respectful Everyone participates Stay focused Maintain momentum Reach closure on all topics Follow the agenda

  8. Effective Meetings: Agenda A meeting agenda is a written order of business to conduct a meeting. It is a list of things to be completed. The agenda is valuable tool to help a group focus on the business at hand and achieve its goals more quickly.

  9. How Can Agendas Help? Brainstorm Obtain feedback Report Plan Make decisions Solve problems

  10. Agenda ItemsRobert’s Rules of Order • Reports of officers • Committee reports • Unfinished business • New business • Announcements • Adjourn Call to order Opening exercise (optional) Secretary minutes – read and approval Correspondence Treasurer’s report – read and approval

  11. Effective Meetings: Minutes Referred to as “meeting notes,” minutes are taken by the organization’s secretary and serve as a point of reference for members of the organization. Minutes need to be neat and easy to read. Record the correct or exact wording of all motions and the action taken on them. Record only facts. Do not include opinions.

  12. What Should Minutes Include? Call to order time Roll call All motions Summary of discussion Officers’ reports Time of adjournment

  13. Effective Meetings: Environment • Web access, computers or tablets, easels, markers, tape, etc. • Wall space or digital displays for planning/organizing • Refreshments available Moveable tables and chairs arranged so everyone can see and hear the members of the group Quiet, well-lit area Comfortable temperature Restrooms nearby

  14. Leadership Lessons Learned What is one thing you learned from this session? What is one thing you plan to implement or do differently based on what you learned?

  15. References and Reading Board Leadership Series (2016). Kansas State University Extension Service. Improving Board and Organizational Effectiveness Resource Notebook (2002) Southern Rural Development Center. Lead Local (2016). NDSU Extension. Leading Effective Meetings. University of Arkansas Division of Agriculture Cooperative Extension Service, Connect AR — Connecting Arkansas and Its Leaders. Robert, H., Honemann, D., Balch, T., Seabold, D., and Gerber, S. (2004). Robert’s Rules of Order, Newly Revised In Brief, 2nd ed. Da Capo Press. Step Up to Leadership: A curriculum for developing community leaders. University of Missouri Extension, M172. Simplified Handbook for Parliamentary Procedure,University of Arkansas, Division of Agriculture, Cooperative Extension Service, MP350, www.uaex.edu/Other_Areas/publications/PDF/MP350.pdf Youth Lead Local (2016). NDSU Extension.

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